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  • How To Use Microsoft Excel to Create a Schedule for Vertabase

    Follow the steps below to create a new schedule using Microsoft Excel. Once created, the schedule can be imported into a Vertabase project as new tasks for the schedule.

    1. Open MS Excel to a new, empty spreadsheet.
    2. Create a header in the top row of the spreadsheet by using these labels in row #1, from column A to column J:
      TASK_NUMBER, TASK_NAME, START_DATE, FINISH_DATE, CRITICAL, MILESTONE, NOTES, RESOURCE_NAMES, WORK_TYPES, ESTIMATED_HOURS
    3. Set the format of the Task Number column (the steps below assume MS Excel 2003 is used)
      1. Highlight column A (TASK_NUMBER).
      2. Select the main menu option “Format.”
      3. Select the submenu option “Cells.”
      4. Select the tab labeled “Number.”
      5. In the section labeled “Category” select the option “Text.”
      6. Click OK to save the changes
    4. Set the format of the Start and Due date columns (the steps below assume MS Excel 2003 is used and the US date format is used in Vertabase)
      1. Highlight columns C and D (START_DATE and FINISH_DATE respectively).
      2. Select the main menu option “Format.”
      3. Select the submenu option “Cells.”
      4. Select the tab labeled “Number.”
      5. In the section labeled “Category” select the option “Date.”
      6. In the section labeled “Type” select the option that reflects the following date format: M/DD/YYYY
      7. Click OK to save the changes
    5. In row #2 of the TASK_NUMBER column (column A, row 2), enter the value “1″. Do not use decimals for simple numbers. Use “1″, not “1.0″. Space characters are not permitted before or after the task number.
    6. In row #2 of the TASK_NAME column, enter the name of the task.
    7. In row #2 of the START_DATE column, enter the start date of the task.
    8. In row #2 of the FINISH_DATE column, enter the due date of the task.
    9. The next two columns (CRITICAL, MILESTONE) are optional. Enter the values of “Yes” or “No” to indicate whether or not the task is critical and/or a milestone.
    10. The NOTES column is optional. You can use it to provide additional information to the task.
    11. In row #2 of the RESOURCE_NAMES column, you can enter the names of the resources assigned to the task. Entering names is optional. Names are not required. If entering names, they must be typed exactly as they appear in Vertabase. Furthermore, these names should be added to the project as project members before attempting to import the tasks. If multiple names are assigned to a single task they should be separated with a comma.
    12. Entering Work Types is optional. Work types are not required. If resource names are provided, you can also supply the corresponding work types in the WORK_TYPES column. When more than one resource is identified in the RESOURCE_NAMES column, the corresponding work types must be entered in the same sequence as the resource names separated by commas. If three resources are identified, then three work types must also be identified. It is not possible to enter a work type for the first and third resources, and omit the second. The work types entered must be typed exactly as they appear in Vertabase.
    13. Entering Estimated Hours is optional. Estimated hours are not required. If resource names are provided, you can also supply the corresponding estimated hours in the ESTIMATED_HOURS column. When more than one resource is identified in the RESOURCE_NAMES column, the corresponding estimated hours must be entered in the same sequence as the resource names separated by commas. If three resources are identified, then three estimated hours values must also be provided. It is not possible to enter an estimated hours value for the first and third resources, and omit the second. Fractions of hours can be entered as decimals.
    14. Repeat steps 6 through 13 while increasing the value in the TASK_NUMBER column sequentially for each new task. Task numbers must be in proper sequence. They represent WBS numbers. You can represent task/sub-task (or parent/child) relationships by using decimal numbers. For example, a task with task number “1″ represents a parent task to a child task with task number “1.1″.

      Please note: When using parent tasks, ensure that these columns are left blank for the parent task:

      • START_DATE
      • FINISH_DATE
      • RESOURCE_NAMES
      • WORK_TYPES
      • ESTIMATED_HOURS

      Although these columns are blank in the spreadsheet, Vertabase will fill in the values for these columns after the schedule is imported.

    15. Save the task list in CSV format.
    16. Import this CSV file into the corresponding project in Vertabase using the MS Excel import option under “Import/Export a Schedule” on the Schedule View page.